7.2 Using a PostScript Printer Driver
To use a PostScript printer driver as an intermediate step between your word-
processing program and Adobe Distiller (or Ghostscript, see page 8) simply
“print” using that printer driver.
8 Additional Information for T
Xusers can download, for free, the package dvipdfm from ctan—
if it’s not already on their system. This program will translate your dvi ﬁle
into pdf. As of this writing, information about dvipdfm is available from
http://gaspra.kettering.edu/dvipdfm/. An advantage of dvipdfm is that,
by default, it embeds Type 1 fonts (see page 9). It also allows the use of
\special commands to directly control the pdf output. A disadvantage, how-
ever, is that it doesn’t necessarily do well with other PostScript specials, for
instance those supplied by PSTricks.
Xusers can also use pdfT
X, which will produce
pdf ﬁles directly from the raw T
X or L
Xcode. These packages (actually
X is j ust a ALT
X interface to pdfT
X) can be downloaded, for free,
from ctan (again it may already be installed on your system). Like dvipdfm,
it will embed Type 1 fonts.
Our recommendation for T
X and LAT
X users, however, is that, if they
own Acrobat Distiller, they use dvips to produce a PostScript ﬁle, which they
should then distill. Be aware, however, that the default for dvips is to use Type
3fonts. Make sure, therefore, that you use the option to force the use of Type
1 fonts. Using MikT
X, this is accomplished by using the ﬂag -Pcmz with the
8.1 Using dvips and Acrobat Distiller—A Step-by-step Guide
These instructions will not work with dvi ﬁles created using Scientiﬁc
Word/Workplace — users of Scientiﬁc Word/Workplace should see
1. From the command line enter dvips input file.dvi -Pcmz.
2. You should get a message that includes “− > input ﬁle.ps.” In addition,
you should see a number of *.pfb ﬁles listed (these indicate that Type 1
fonts have been used).
3. Open Acrobat Distiller.
If you are using WinEdt, then you can just push
,provided you’ve modiﬁed the
dvips.bat ﬁle to use the ﬂag -Pcmz.
4. Enter the commands: File
Open (alternatively, type ctrl-o).
5. A window entitled Acrobat Distiller — Open PostScript File will
6. Find the ﬁle input ﬁle.ps created in step 1 and select (click) on it.
at the bottom of the window.
8. That window will close and a new one, entitled Acrobat Distiller —
Specify PDF File Name will open. It will oﬀer you the option of saving
the pdf ﬁle as input ﬁle.pdf. If this is okay, press
.If it isn’t okay,
type a new name in the File name: box. Then press
9. Distiller should then run. If it doesn’t, see Section 12.6. Close Distiller.
10. Proceed to testing your pdf (Section 11).
8.2 For Scientiﬁc Word/WorkPlace Users
Scientiﬁc Word and WorkPlace are popular front ends to L
Users. The underlying T
X, however produces dvi ﬁles that
don’t work with dvips. The best solution for users of Scientiﬁc Word or Work-
Place (hereafter, sw) is to do the following:
1. Preview (Typeset
Preview or push the “preview” button) your docu-
2. This should open the TrueT
3. Print to Adobe Distiller:
(b) This will open the Print Window.
(c) In the Name: box, select “Acrobat Distiller” as the printer. The
name “Acrobat Distiller” should now appear in that box.
(d) Push (click on)
(e) A new window should open with two tabs at the top: “Page Setup”
(f) Select (click on) the “Advanced” tab.
(g) In the top panel of the window will be an Explorer-type tree.
(h) The top node of the tree is called “AdobePS Acrobat Distiller Doc-
ument Settings.” Oﬀ this node are three nodes “Paper/Output,”
“Graphic,” and “Document Options.”
(i) Expand the “Graphic” node if not expanded (i.e., if a plus sign (+)
appears in the box next to its icon). To expand, click on the plus
(j) Four new nodes should be visible and the plus sign will turn to a
minus sign (−). One of the nodes is labeled “Resolution.” Click on
(k) In the bottom pane of the window a series of resolutions will be shown
(a list of “nndpi”s, where nn is some number). Scroll through this
list and select (click on) the highest number (this should be about
(m) The new window should close leaving the print window. Click on
4. The pdf ﬁle will be placed in the usual location for Distiller output (in
atypical installation of Distiller, that would be Program Files\Adobe\
Acrobat 4.0\PDF Output\).
9 Additional Information for Word Users
The best way toensure a good-lookingpdf document is to use only the following
• Times-Roman (Times New Roman)
• Arial (or Helvetica)
9.2 Changing Fonts
If you’ve already written your document and used fonts other than those listed
above, you can change them. You have two options: If everything is in the font
you wish to change from, then simply select it and then change the font. To
change the font, use the toolbar and change the name of the font shown using
the pull-down menu.
If not everything is in the font you wish to change from—that is, for example,
because you’ve inserted special symbols—then follow these steps:
1. Go to the beginning of the document (in Word).
2. Select Edit
Replace (alternatively,type ctrl-h). A new window should
3. If there is a More button, click on it (if you don’t see this button, but see
aLess button, then you’re okay). The new window should get larger and
more options should be available.
4. If the “Use wildcards” box is not checked, point the mouse inside the box
and click. A check mark should now appear.
5. Have the mouse point to inside the “Find what” box. Click until the word
just above and to the left of the three buttons at the bottom of the window
6. Select the Special button. A menu should appear. Select “Any Charac-
ter.” A ? should now appear in the “Find what” box.
7. Select the Format button. A menu should appear. Select “Font ... ” A
new window should appear.
8. In this newest window, either type in the box beneath “Font:” the name
of the font you want to change or choose it from the menu below the box.
Once the name of the change-from font appears in the box, click on OK.
This newest window should disappear.
9. In the open window, have the mouse point to inside the “Replace with”
box. Click until the word just above and to the left of the three buttons
at the bottom of the window says “Replace.”
10. Select Format
Font ... . The font window should reappear.
11. In the font window, either type in the box beneath “Font:” the name
of the font you to which you want to change (e.g., Arial or Times New
Roman) or select it from the menu below the box. Once the name of the
change-to font appears in the box, click on OK. The font window should
12. Now select Replace All from the row of buttons in the middle of the
13. Word will work for a bit before it produces a message saying that it has
replaced N characters, where N is the number of characters that were in
the change-from font.
14. Finally, select Close from the row of buttons in the middle of the window
to close the window (if it didn’t close automatically).
Figures are another source of pdf problems. For this reason, it is best to avoid
constructing ﬁgures from within Word itself (e.g., using its drawing capabilities
or the WordArt add on). These are of insuﬃciently high resolution to produce
good pdf. Instead, use ﬁgures stored in encapsulated PostScript (eps) format.
Most drawing programs (e.g., Adobe Illustrator, MacromediaFreehand, etc.)
have an option to save ﬁgures as eps. How to acquire and use such software
for producing ﬁgures is beyond the scope of this manual. For more information,
To import an eps ﬁgure into your Word document follow these steps:
1. Move to the place in your document where you wish the ﬁgure to be
2. Select Insert
From File ... . A new window should appear.
3. In this window make sure either that it says “All Pictures” in the “Files
of type:” box or it says “Encapsulated PostScript.” If it doesn’t, use the
menu to select one of these.
4. Using the “Look in:” box, go to the directory in which the ﬁgure you wish
to import is located.
5. Once there, select it from the list of ﬁles given in the large box.
6. Select Insert. The window should close and the ﬁgure should appear in
7. You can move and size the ﬁgure just as you would any other ﬁgure in
Word (consult your Word manual for howto do this if you have questions).
9.4 Typing Mathematics
Mathematical text can also create problems that make producing a quality pdf
document from Word diﬃcult. Many of these problems stem from the use of
the Equation Editor, which comes with Word. If at all possible, avoid using the
Equation Editor. Ways to do this include:
1. Use regular italic Times Roman letters whenever possible for variables.
For example, “Fermat’s conjecture was that x
has no solutions
in the integers for n ≥ 3.”
2. Subscripts and superscripts are straightforward in Word: ctrl-= will
switch from normal text to subscripts (type ctrl-= to switch back). For
Ouses the key strokes: shift-h ctrl-= 2 ctrl-= shift-o.
For superscripts, shift-ctrl-= will switch from normal text to super-
scripts (type shift-ctrl-= to switch back). For example, 3
=9 uses the
key strokes: 3 shift-ctrl-= 2 shift-ctrl-= = 9.
3. Use the Symbol font for non-Latin (e.g., α, β, etc.) and non-keyboard
characters (e.g., ×, ÷,
,etc.). To facilitate use of the Symbol font you
might wish to create the following macros: Symbol and Times (or usual
non-symbol font). To create Symbol do the following:
Depending on whether you saved your eps ﬁgure with a tiff preview or not, it will either
appear as a picture or as a box.
(a) Select Tools
Macros ... (alternatively, type alt- f8).
(b) The Macros window should open. In the box below “M
(c) Next select Create from the column of buttons on the right portion
of the window. The Microsoft Visual Basic editor should appear.
(d) There should be a large window in which the following code will
’ Symbol Macro
’ Macro created date by a name
(e) The cursor should be on the blank line between the ﬁnal ’ and the
expression End Sub. If not, place the cursor there.
(f) On that line type Selection.Font.Name = ‘‘Symbol’’. The code
should look like:
’ Symbol Macro
’ Macro created date by a name
Selection.Font.Name = ‘‘Symbol’’
Then type ctrl-s and close the window.
(g) You now need to assign this macro to a key sequence. Select Tools
Customize ... .
(h) The Customize window should now appear. Select Keyboard ...
from the buttons at the bottom of the window.
(i) The Customize Keyboard window should now appear. Scroll down
ategories:” until you see “Macros.” Click on Macros.
(j) Next to “C
ategories:” should be a heading “Macro
s:” Scroll down
under this heading until you see “Symbol.” Click on it to highlight
(k) Click in the little box below the heading “Press n
ew shortcut key:”
(l) Now select the key strokes that will switch to the symbol font. For
example, you could press the f12 key, then the “s” key.
(m) Select Assign from the buttons on the right of the window. Then
close the Customize Keyboard and Customize windows.
(n) From now on, typing the key strokes you assigned in Step 3l will
switch to the Symbol font. That is, for instance, if you assigned f12
followed by “s,” then typing these two keys in sequence will switch
you to the Symbol font.
If you would like to have a macro to switch back to your standard text font
(e.g., Times New Roman), then repeat the above steps, except call the new
macro “Times” (or something else mnemonic) in Step 3b; type ‘‘Times
New Roman’’ (more generally, ‘‘font name’’) instead of ‘‘Symbol’’
in Step 3f; and assign diﬀerent keystrokes in Step 3l.
4. Many of the symbols you would wish to use in the Symbol font can be
typed directly from the keyboard. The following table can assist you (the
convention is symbol = keyboard character). For example, an α
can be produced by switching to the Symbol font, then typing an a.
α=a β=b χ=c δ=d
ε=e φ=f γ=g η=h
ι=i ϕ=j κ=k λ=l
µ=m ν=n o=o π=p
θ=q ρ=r σ=s τ=t
υ=u =v ω=w ξ=x
Υ=U ς=V Ω=W Ξ=X
=@ ∃=$ ⊥=ˆ =’
5. Other common characters can be produced in the Symbol font via alt
sequences (hold down the alt key and type the sequence of numbers on
the number pad on the right edge of a standard keyboard):
≤=alt 0163 ∞=alt 0165 ↔=alt 0171 ←=alt 0172
↑=alt 0173 →=alt 0174 ↓=alt 0175 ±=alt 0177
≥=alt 0179 ×=alt 0180 ∂=alt 0182 •=alt 0183
÷=alt 0184 ==alt 0185 ≡=alt 0186 ≈=alt 0187
ℵ=alt 0192 =alt 0194 ∅=alt 0198
=alt 0200 ⊃=alt 0201 ⊇=alt0202 ⊂=alt 0203
⊂=alt 0204 ⊆=alt 0205 ∈=alt 0206 /∈=alt 0207
=alt 0214 ⇔=alt 0219 ⇒=alt 0222
Alternatively, after switching to the Symbol font, you can select Insert
Symbol to open the Symbol window. There are two tabs, select S
Then double click on the character you wish to insert, then click on the
Close button at the bottom of the window.
9.5 Going from Word to PDF
If you are producing PDF via some means other than Acrobat, but you need to
ﬁrst produce a PostScript ﬁle, go to Step 9.5.3.
If you are using Acrobat, then you have three options at this point: (1)
Create Adobe PDF ... ; (2) Select File
Print and select
Adobe Distiller as the printer; or (3) select File
Print and use a generic
PostScript printer driver to produce a postscript ﬁle that you will then distill
into pdf using Distiller. The advantage of option (1) over option (2) is it allows
you to take advantage of some of pdf’s high-end features (however, we expect
few authors will wish to do so). The advantage of option (2) over option (1) is
that it is more robust; that is, we’ve been able to produce high-quality pdf with
option (2) when option (1) failed. Both are typically better than (3), which we
include primarily for completeness and also for Word users who are not using
Adobe Acrobat. We consider each option in turn:
9.5.1 Using Create Adobe PDF
When you install Adobe Acrobat it oﬀers the option of making access to Acrobat
an add-on to Word (the add-on is called Adobe PDFMaker for Microsoft Word).
If you’ve selected that option, then you can create pdf by following these steps:
1. Select File
Create Adobe PDF ... . A new window will open.
2. There are four tabs: General, Output, Bookmarks, and Display options.
3. There is an area of the window entitled “Creation options.” Make sure
that the “Use Acrobat Distiller” radio button is on (has a black dot in it).
If it doesn’t, have the mouse point to the middle of the circle and click.
Ablack dot should now appear.
4. Make sure the box labeled “Print via Distiller’s printer” is checked. If it’s
not, have mouse point to the box and click. A check mark should now
5. In the box labeled “Distiller settings:” make sure it says “PrintOpti-
mized.” If it doesn’t, then use the pull-down menu to select “PrintOpti-
6. You can use the other tabs to control various aspects of your pdf docu-
ment. Consult the documentation that comes with Adobe Acrobat if you
believe you want to make use of these options. Otherwise you can simply
use the default settings.
Documents you may be interested
Documents you may be interested